Advanced Inventory

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Lesson 7: Advanced Inventory in Tally.ERP 9

7.1 Order Processing

Order Processing refers to placing orders with suppliers for purchasing from them or receivingorders from customers for the purpose of selling.

In Tally.ERP 9, Order Processing is linked to Inventories. Using Order processing you can:

Track the order position of a stock item;

Know whether the goods ordered have arrived or not;

Know whether the orders have been delivered on time and thNational Traderse reasons forthe delay if any.

In this lesson, you will learn the method of recording and linking purchase orders to purchaseinvoice and sales orders to sales invoices. You will also learn how to display outstanding ordersand the effect of orders on stocks.

Lesson Objectives

On completion of this lesson, you will be able to

Record orders placed/received

Make a reorder analysis of inventory

Create and maintain batch wise details, bill of materials and price lists

Display reports on various stock valuation methods and inventory age-

ing analysis

Record zero valued entries

Record transactions using different actual and billed quantities

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Advanced Inventory in Tally.ERP 9

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Setup :

Ensure that you are at the Gateway of Tally of National Traders. In the F11: Features (Inven-tory Features)

, activate the following features: Allow Purchase Order Processing.

Allow Sales Order Processing.

Use Tracking Numbers (Delivery / Receipt Notes)

7.1.1 Purchase Order Processing

Raise a Purchase Order on 15-12-2009 on Navketan Bricks (vide Order No. 1) for 5,000 pcsof Bricks @ Rs.3 /brick. (Godown - Warehouse). The due date is 26-12-2009 and addtionalFreight charges @ 3% is applicable.

Setup:

Create a Supplier - Navketan Bricks Under Sundry Creditors with Maintain Balances

bill-by-bill set to Yes.

Create a Stock Item - Bricks under Building Materials Stock Group, and select Not

Applicable for the Stock category and specify the unit of measure as Pcs (If not listed cre-ate using Alt+C).

Press F12: Purchase Order Configuration and ensure that:

Accept Supplementary Details is set to No.

Complete Accounting Allocations in Order/Delivery Note is set to Yes.

Use Common Ledger for Item allocation is set to No.

Step 1: Create Purchase Order

Go to Gateway of Tally > Inventory Vouchers > F4: Purc. Order .

1. Date: 15-12-09.

2. Party's A/c Name: Navketan Bricks

3. Order No: 1 This particular Order No. field is an additional field to record the order number ifdifferent from the voucher number.

4. Name of the item: Bricks. Press Enter and the Item allocation sub-screen appears.

Due on: 26-12-09 (It is the due date for the delivery of the item. This will enable the moni-toring of outstanding deliveries. The order can be split for delivery on different dates).

Location: Warehouse. (Only when the multiple location feature is active, this field isrequired to be given, else it does not appear.)

Orders do not affect financial records nor do they update inventories.

In this section, set the Tracking Numbers to Not Applicable.




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Quantity, Rate and Amount - 5,000 Pcs @ 3 per Pcs (The amount is calculated automat-ically but is modifiable to enable rounding off)

The completed Stock Item Allocation sub-screen appears as shown below :

Figure 7.1 Item Allocation for Bricks

5. Press Enter until you reach the Accounting Details screen.

Allocate the amount to Purchases ledger and return to the Purchase Order screen.

Press Enter on the blank field to take the cursor to the tax/ expense field.

6. Select Freight Charges at 3% on the item value.

7. Narration: Optional.

7.1.2 Altering a Purchase Order

To Alter a Purchase Order,

Go to Gateway of Tally > Display > Day Book > F4: Chg Vch and select Purchase Orders orGo to Gateway of Tally > Display > Inventory Books > Purchase Order Book.




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7.1.3 Sales Order Processing

Enter a Sales Order on 16-12-2009 on WinLab Technologies (vide Order No. WT/5) for 4,000

pcs (godown - Warehouse) of Bricks @ Rs. 5 /brick. The due date is 27-12-2009 and tax @17.5% is applicable.

Step1: Create Sales Order

Go to Gateway of Tally > Inventory Vouchers > F5: Sales Order .

1. Date: 16-12-09.

2. Party's A/c Name: WinLab Technologies

3. Order No: Enter WT/5 - The voucher number is automatically displayed here but you areallowed to change it, because this particular Order No. field is for the customer's order numberwhich is most likely to be different from the voucher number.

4. Name of the item: Bricks. Press Enter and the Item allocation sub-screen appears. Due on: 27-12-09. The due date for delivery of the item. This will enable monitoring of out-

standing deliveries. The order can be split for delivery on different dates.

Location: Warehouse.

Quantity, Rate and Amount – 4000 Pcs @ 5 per Pc allocate to Sales Account (create itif not present)

5. Press Enter on the blank field to take the cursor to the tax/ expense field.

6. Select Tax @ 17.5% (Create it under Duties & taxes to be charged on the total sales).

7. Type the narration as Sales Order entry as on 16th December 2009.

The completed Sales Order appears as shown below :




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Figure 7.2 Sales Order Entry

8. Press Y or Enter to accept the screen and return to the Gateway of Tally.

7.1.4 Altering a Sales Order

To Alter a Sales Order,

Go to Gateway of Tally > Display > Day Book > F4: Chg Vch and select Sales Orders or Go toGateway of Tally > Display > Inventory Books > Sales Order Book.

7.1.5 Display Order Position

Now that we have raised one purchase order and one sales order, let us view the order position toknow the amount of stock that is in the process of order both inward and outward:

Go to Gateway of Tally > Stock Summary.

Press the F7: Orders button or press Alt + F7.

Select Sales Orders Outstanding, set No to Use Due orders only?.




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Select Building Materials field and drill down to the Order Details screen, by pressingenter twice.

In theSales Order Outstanding

screen. PressAlt+F1

to view the report in detailed for-mat.

The Order Details screen appears as shown below :

Figure 7.3 Order Details screen

The Order Details report is generated as on December 20, 2009. Change the period to a differentmonth and observe what happens. You will discover that the entry appears in the report based onthe due date given in the order.

Press F12: Configure and set Yes to all the fields.

The report now shows the Outstanding positions of the Sales and Purchase Orders for thestock item Bricks.

Figure 7.4 Order Details screen






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7.1.7 Adjusting Orders

Orders are adjusted at the time of raising delivery notes and invoices.

Step 1: Create Purchase Invoice

Go to Gateway of Tally > Accounting Vouchers > F9: Purchase > select As Invoice.

1. In the Supplier Invoice No. field enter NB/6.

2. Date: 26-12-09.

3. Press F12: Configure and set Accept Supplementary Details to Yes.

4. Party's A/c Name: Navketan Bricks.

5. Press Enter to view the Receipt Details screen as shown below:

Figure 7.6 Receipt Details screen

You may further drill down each column to view it in detail. In the Stock Summary screen, you can even bring up a new column

using the New Column button and get more options for more details.

Experiment with the different Types of Values to get familiar with them

and Return to the Gateway of Tally.




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6. In the Receipt Details screen, select 1 from the List of Orders in the Order No(s) field andaccept the screen.

7. The stock item Bricks appears automatically. Press Enter and the Item Allocations sub-

screen is displayed with the quantity details.

8. Tracking number : Not Applicable (as goods are accompanying the bill) and re-accept theorder number.

9. Select Purchases in the Accounting Allocation screen.

10.Select Freight at 3% on the item values.

11.Enter the rest of the details and accept the screen.

Practice Exercise

1. Enter a sales invoice on 27-12-2009 and link it to the sales order of 16-12-2009 and view theOrders position (including the cleared orders).

2. Raise a Purchase Order on 20-12-2009 on Navketan Bricks with the order number - PO/001.Give the due date as 28-12-2009 and quantity as 4500 pcs (godown - Warehouse) @ Rs. 4per brick piece. Add Freight charges @ 3%.

3. Enter another Purchase Order on 26-12-2009 on Navketan Bricks with the order number asPO/002, due date as 31-12-2009 and quantity as 5500 pcs (godown - Warehouse) @ Rs. 4per Pc. Add Freight charges @ 3%.

4. On 22-12-2009 and 27-12-2009 raise two Sales Orders on WinLab Technologies (WT/001and WT/002). Give the due date as 29-12-2009 and 3-1-2010 and quantity as 3000 pcs and4,250 pcs respectively @ Rs. 6 per Pc. Tax @ 17.5% for both orders.

5. View the Order Position and then return to the Gateway of Tally.

7.2 Reorder LevelsReorder level is the level on reaching which an order has to be placed for a stock item. The impor-tance of a reorder level arises from the desire to have sufficient stocks to service customer ordersand at the same time not to have unnecessarily high stocks. Therefore, the points to be consid-ered in deciding reorder levels are:

Lead time for suppliers to deliver stock

Delivery time specified by the customer

The stock in hand to satisfy orders in the meantime.

7.2.1 Defining Reorder Levels

Reorder Levels can be defined in either Simple Mode or Advanced Mode.

Go to Gateway of Tally > Inventory Info. > Reorder Levels

Select Building Materials and press Enter

The Specify Reorder Levels screen appears where all the Stock Items (Bricks, Cementand Steel) under the Stock Group (Building Materials) are displayed.




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The Simple Reorder Level appears as shown:

Figure 7.7 Simple Reorder Level screen

Click Alt+R : Adv Reorder button

Click Alt+M :Adv Min Qty button

The Advanced Reorder Level screen appears as shown below :

Figure 7.8 Advanced Reorder Level screen

The Reorder Level screen appears based on the books beginning from andthe date of last entry.

The following buttons are used in Reordering :

Ctrl + F4: New Parent (to change the Stock Group).

Alt + R : Simple Reorder (toggles with Advanced Reorder).

Alt + M: Simple Minimum Quantity (toggles with Advanced Minimum

Quantity).

The latter two buttons allow you to define the reorder levels using either

simple parameters or advanced parameters.




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Set the Reorder Level and Minimum Order Quantity for the stock item Bricks usingadvanced partameters as shown below :

Figure 7.9 Reorder Level screen

Set the Reorder level at 4,500 pcs (user-defined) or you may also consider the consump-

tion pattern for the last 5 Days and accept the value computed as the Reorder Level.

Press Ctrl+A to accept the screen and return to the Gateway of Tally.

7.2.2 Display Reorder Status

We have so far defined the Reorder Levels. However, since the actual analysis is possible onlythrough the Reorder Status report, let us view the same.

Go to Gateway of Tally > Display > Statements of Inventory > Reorder Status

Select Building Materials

Press F2 and change the period from 1-4-2009 to 30-1-2010

The Advanced parameters allow you to specify the quantities for the Reor- der level and the minimum order quantity. The reorder and minimum

order quantity is defined based on consumption patterns.

Consumption patterns are decided based on a stipulated time period.

Tally.ERP 9 allows you to choose from the time parameters of Days,

Weeks, Months and even Years.

Consumption patterns can be given only if you specify a user-defined quantity

as the Reorder level and Minimum Order quantity . Tally.ERP 9 then compares

the two values and considers the lower or higher of the two figures as per our

specifications.




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The Inventory Reorder Status screen appears as shown below :

Figure 7.10 Inventory Reorder Status

Click the A: Reorder Only button (A: Reorder Only button toggles with the A: Show All

button).

Figure 7.11 Inventory Reorder Status

A report is displayed giving the details of only Bricks, since the report is configured to display onlythose items which are below the reorder level. To analysis the Inventory Reorder Status Report,place the cursor on any of the details given in the above report and press Enter . You can view thedetails to verify its correctness.

i. Name of Item

The list of stock items are displayed which are grouped under the selected

stock group. Highlight the required item and press Enter to arrive at the

Movement Inward details. This gives us the details of the stock items in

terms of the quantity, rate and value. You can drill down to the last level of

voucher details.




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ii. Closing StockRemember, in the section on Order Processing we first raised a Purchase

Order for 5000 pcs which we then purchased. After that, we raised a Sales

Order for 4000 pcs which we subsequently sold - this resulted in a closing

quantity of 1000 pcs. The column next to the name of the item displays the

closing quantity as per the date specified in the report.

Press Enter on the value shown under closing stock and you will get a

monthly inward-outward-closing balance report of the selected stock item.

iii. Purchase Orders Pending

This quantity is arrived at on the basis of the total purchase orders pending.

Remember we raised 2 Purchase Orders for 4500 pcs and 5500 pcs. The

total of 10000 pcs appears in the Purchase Orders Pending column.

Press Enter on the value shown under Purchase Orders Pending and you

will get a report displaying outstanding purchase orders.

iv. Sales Orders Due

This quantity is arrived at on the basis of the total sales orders due.

Remember, we raised 2 Sales Orders for 3000 pcs and 4250 pcs. The total

of 7250 pcs appears in the Sales Orders Due column.

Press Enter on the value shown under Sales Orders Due and you will get a

report of the outstanding sales orders.

v. Nett Available

The quantity given here is arrived at based on the formula: Closing Quan- tity + Purchase Orders Pending - Sales Orders Due i.e., 1000 + 10000 -

7250 = 3750 pcs.

vi. Reorder Level

As per our definition, if we select the greater of 4500 pcs or the level of Con-

sumption over the last 5 days then the reorder level will be displayed as

4500.

To define consumption pattern as lower, highlight the Reorder Level column

and press Enter to view the Specify Reorder Level screen.

vii. Shortfall

Shortfall is displayed as on 31-1-2010 with the specifications:

Reorder level being 4500 pcs or consumption of last 5 days whichever

is higher.

Minimum order quantity of 1500 pcs or consumption of last 5 days

whichever is higher.

The quantity is arrived at based on 4500 (reorder level) - 3750 (nett availa-

ble) = 750 pcs shortfall. The reorder level if more than the nett available,

the difference will be shown as Shortfall.




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Practice Exercise

1. In Indus Enterprises experiment by giving your own values for reorder level and minimumorder quantity and observe the report as on various dates (depending on the entry dates). Dis-cover and analyse the stock status.

7.3 Tracking Numbers

Many businesses deliver stock with a delivery note or a challan and the bill is raised later. Theremay be a situation where you raise a bill first and then deliver the goods against the bill raised orreceive the goods against a purchase bill. In such cases, it is important to 'Track' the delivery orreceipt of inventory against the bill. Tally.ERP 9 has a feature called Tracking Numbers to achievethe same.

'Tracking' the delivery or receipt of inventory, is purely an inventory-related activity. Tally.ERP 9helps in bringing such entries into the accounting statements to help the user in ascertaining theprofit or loss for a stipulated period. In case sales bills are to be raised an additional element inthe detailed Profit & Loss statement appears as Sales bills pending and for Purchases the samewill appear as Purchase Bills pending.

7.3.1 Using Tracking NumbersOn 28-12-09 Ref GRN/NB - 1,000 Pcs of Bricks received from Navketan Bricks @ Rs. 4 /Pcat the warehouse.

In the earlier sections, we have recorded two Purchase Orders on 20-12-2009 and 25-12-2009with due dates 28-12-2009 and 31-12-2009 respectively. The above receipt of 1,000 pcs isreceived against the ordered quantity of 4,500 pcs.

viii. Minimum Order Quantity

The minimum order quantity is the level below which when the quantity ofstock falls, an order has to be placed. Press Enter on Minimum Order

Quantity to view the reorder level and minimum order quantity definition

screen of the selected stock item.

ix. Order to be Placed

The amount is arrived at based on the following interpretations:

Shortfall > Minimum Order Quantity . The quantity displayed in

Shortfall column will be displayed in the column Order to be Placed or

Shortfall < Minimum Order Quantity . The quantity displayed in Mini-

mum Order Quantity column will be displayed in the column Order to

be Placed.

In our example, Shortfall (750 pcs) is less than Minimum Order Quantity

(1500 pcs) hence, minimum order quantity of 1500 pcs is the order to be

placed as on 31-1-2010.




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Let us raise a Receipt Note for the PO/001 raised on 20-12-2009 with due date 28-12-2009.

Setup:

In the F11: Features (Inventory Features), activate Use Tracking Numbers to enable the Receipt Note (Goods Receipt Note) and Delivery

Note (Delivery Challan).

Use Rejection Notes to enter Rejections In vouchers and Rejections Out vouchers.

Step 1: Create Receipt Note

Go to Gateway of Tally > Inventory Vouchers >F9: Receipt Note.

1. Date: 28-12-09

2. Party's A/c Name: Navketan Bricks

3. Purchase Ledger : Project Purchases

4. Name of the item: Bricks

5. In Item Allocations for screen, Select Tracking No. as GRN/NB, Order No. as PO/001 andDue on: 28-12-09

6. In the main voucher screen, enter 3% for Freight charges and the value gets calculated auto-matically.

7. Enter the remaining details and accept the voucher.

7.3.2 Display Purchase Bill Pending

Go to Gateway of Tally > Display > Statements of Inventory > Purchase Bills Pending >

Press Alt + F1 for a detailed view.

The Purchase Bills Pending report appears as shown below :

Figure 7.12 Purchase Bills Pending

Tally.ERP 9 tracks down the details of goods received for which bills have not been received. Toview effect of above report,

Go to Gateway of Tally > Profit & Loss Account and view the Purchase Accounts.

You will find that the value of goods received (recorded through Receipt Note) are included in thePurchase Accounts under Purchase Bills to come, for ascertaining the profits accurately. Also




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view Sundry Creditors from Balance Sheet, you will find that liability is created under PurchaseBills to come.

On 28-12-09, you receive the purchase Bill No. NB/15 from Navketan Bricks for theirDelivery Note No. GRN/NB for 1,000 Pcs of Bricks @ Rs.4 /Pc. A credit of 30 days isallowed.

Setup :

Activate Cost Centre for Freight charges Ledger

Step 1: Create Purchase Voucher

Go to Gateway of Tally> Accounting Vouchers > F9: Purchase

1. Ref : NB/15

2. Credit Navketan Bricks: Rs. 4,120

3. Bill-wise Details: NB/15 30 days 4,120

4. Debit Purchases: Rs. 4,000

5. Tracking Number : Select GRN/NB and give the required inventory allocation.

6. Debit Freight Charges: Rs. 120 7. Select Projects and Assignments Category and Buildings Cost centre

8. Accept the Purchase voucher .

After completing the above entry, view Purchase Bills Pending.

Practice Exercise

Make the following voucher entries:

1. On 1-2-2010, you received an order from FirstCom Solutions for 25 Nos of HP - 27 PrinterCartridges to be delivered on 15-2-2010 @ Rs. 250 each. Order number FCS/9. You propose

to deliver from On-Site, allocate to Sales-Printer, Cost Centre Amar.

2. On 13-2-2010, received 22 Nos of HP - 27 Printer Cartridges @ Rs. 200 from Power LineComputers and stored in On-Site. The invoice PLC12 was also received. Credit period was 30days.

3. On 15-2-2010, National Traders delivered 20 Nos of HP - 27 Printer Cartridges from On-Siteto FirstCom Solutions against their Order FCS/9.

Since you will raise the invoice later, give a new tracking number as Ex1.

Ensure that in F11: Features (Accounting Features), Integerate

Accounts with Inventory is set to Yes.

For details on Original Quantity , drill down the Purchase Bills

pending and activate the option Show Original Quantity in F12:

Configure. You will get an additional field called Initial Quantity.




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The terms are Credit period of 45 days from the date of invoice. The sale price is Rs. 250each. No interest is to be charged.

4. On 17-2-2010,FirstCom Solutions

returned 2 defective pcs ofHP - 27 Printer Cartridges

,track it against Ex1.

5. On 1-3-2010, National Traders raised the invoice for the 18 pcs of goods retained by FirstComSolutions. Link the invoice with the delivery note.

Display Sales Bills Pending on 28-2-2010. and view Profit & Loss A/c on 28-2-2010 toview changes in Sales Bills to make.

Change the date to 2-3-2010 and check, are there any Sales Bills to Make

6. Prepare a Purchase invoice on 13-2-2010 and track it against the receipt note dated 13-2-2010.

7.4 Batch-wise Details

Batch details are used to identify the movement of inventory in batches or lots. Although this is arequirement primarily of the pharmaceutical industry, the same can be used by other industriesthat maintain or manufacture perishable goods. Many organisations also purchase in batches inorder to monitor the result of the batch purchased individually. Hence, Tally.ERP 9 has used theterm Batch/Lot.

Batches/Lots are also often used to monitor the date of manufacture, date of receipt or the date ofexpected time when it cannot be further used (perished or expired). Tally.ERP 9 makes provisionsto enter both the manufacturing date and the expiry date to take decisions as required.

In this section the following topics are discussed :

Activate Batch-wise Details and enter vouchers using them.

Activate Rejection Notes in the F11: Features (Inventory features),if not activated.

Create a Receipt Note for Exercise 2, and give the tracking number as

PLC12.

For Exercise 4, create Rejections In Voucher

For Exercise 5 , raise a Invoice for 18 Pcs only.

After completing the above practical exercises, return to Gateway of

Tally and disable tracking numbers in the F11: Features (Inventory

Features).

Once entries are recorded using Rejections In and Rejections Out Notes,

the option Use Rejection Inward/Outward Notes in F11: Features (Inven-

tory Features) cannot be set to No.




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Set Manufacturing Date & Expiry Date for Batches.

7.4.1 Activating Batch-wise Details

Batch-wise details are given for maintaining batch information pertaining to stock items. The Man-ufacturing date and expiry date can also be set for batch wise details.

To activate Batchwise Details,

Go to Gateway of Tally > press F11: Features (Inventory Features).

Set Maintain Batch-wise details and set Expiry Dates for Batches to Yes.

7.4.2 Using Batch-wise Details in Purchase Invoice

On 15-12-09, purchased Saridon - 250 nos from GetWell Pharmacy @ 5.50 each with batch

number ST/101 having Manufacturing date as 15-8-2009 and Expiry Date as 14-8-2010.

Setup:

Create GetWell Pharmacy Ledger under Sundry Creditors

Create the following Stock Item

Name: Saridon

Under : Medicines (create the group under primary)

Category: Pain Killers (create the category under primary).

Maintain in Batches: Yes.

Track date of Mfg: Yes Use expiry dates: Yes

Alter Standard Rates: No

Rate of Duty: 5

Retain all the other fields as default and accept the stock item creation screen.

Return to the Gateway of Tally.

Manufacturing Date & Expiry Date for Batches is useful for busi-

nesses that deal in goods that have expiry dates like medicines, food

and other perishables.

During Voucher entry, the date of manufacture of the product, by

default takes the date of the voucher, this can however be changed

subject to

Date of Manufacture is not later than the Voucher Date.

Expiry Date is not earlier than the Date of Manufacture.




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During Voucher entry, press F12: Purchase Invoice Configuration and set Honor Expiry

Dates usage for Batches to Yes.

Step 1: Create Purchase Voucher

Go to Gateway of Tally > Accounting Vouchers > F9: Purchase

1. Enter the item as per the transaction details.

2. After you enter Saridon, an Item Allocation screen will appears,

Enter the batch no. as ST/101 having manufacturing date as 15-8-09 and Expiry Date as14-8-10.

3. Select Onsite in Godown field. The Batch details appears as shown below :

Figure 7.13 Item Allocations for Saridon

4. Allocate it to Purchase account (not project purchases). Purchase invoice number NM. Creditperiod 60 days.

5. Press Enter and accept the voucher.




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7.4.3 Using Batch-wise Details in Sales Invoice

On 27-12-09 , raise a Cash Sales Invoice for 200 nos of Saridon @ Rs. 7.50 from the aboveBatch No.ST/101.

Setup :

Create Cash Ledger under Cash-in-Hand group

Activate Cost Centre for Export Saes Ledger

Step 1: Create Sales Voucher

Go to Gateway of Tally > Accounting Vouchers > F8: Sales

1. Enter the item as per the transaction details.

2. Select the Batch as ST/101

3. Select Godown as Onsite

4. Select the Sales Ledger as Export Sales

5. Allocate the Sales to Cost Centre : Amar

Step 2 : View Stock Sumary

Go to Gateway of Tally > Stock Summary > Medicines

Specify the date as 27-12-2009

Press F1: Detailed, you will find that the stock balance is 50 nos.

Practice Exercise

1. On 28-12-09, raise another purchase invoice on GetWell Pharmacy with the following details

Batch No. : ST/102 Quantity : 300 nos

Rate : Rs. 6 per nos

Godown : On-site

Manufacture date : 15-8-09

Expiry date : 31-12-09

Purchase Ledger : Purchases

Go to Gateway of Tally > Stock Summary > Medicines > press F1:Detailed as on 15-12-2009. You will see the batch details of Saridon 250

nos with the rate and the total closing value.




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Total Invoice Value : Rs. 1,800

2. On 1-1-10, make a Cash Sales Invoice for Saridon - 50 nos from batch ST101 and 200 nosfrom batch ST102 @ Rs. 7.50 each.

Figure 7.14 Item Allocation for Saridon

You may not be able to display the batch ST/102, use backspace key and go back to theinvoice screen and change the invoice date to 31-12-2009.

Tally.ERP 9 displays the batch ST/102 as shown below :




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Figure 7.15 Item Allocation screen

Tally.ERP 9 does not display batch ST/102 when we make the entry on 1-1-2010 because theexpiry date of ST/102 was 31-12-2009. But when we changed the entry date to 31-12-2009 thebatch is displayed! This is because the option Honor Expiry Dates usage for Batches is set to Yes in the F12: Configuration.

7.5 Additional Cost Details

The cost of an item is the rate at which the item is purchased. However, there are other expenseslike Packing charges, Freight charges, Cartage incurred, etc. which add to the cost of purchasingthe item. Thus, the additional cost details are required to be added to the actual cost of purchase.

Let us now see how Tally.ERP 9 handles this requirement.

When Honor Expiry Dates usage for Batches is set to Yes in the F12:

Configuration, Tally.ERP 9 does not allow selection of expired batches

during voucher entry (i.e., Batches for which, the expiry dates falls before

the voucher date).




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7.5.1 Activating Additional Cost Details

Ensure that you are at the Gateway of Tally of National Traders.

Press F11: Features (Inventory Features), set Track Additional Costs of Purchases to Yes.

7.5.2 Creating Purchase Voucher with Additional Cost Details

Setup :

Create a ledger – Stationery House under Sundry Creditors with only the bill-wisedetails set to Yes.

Create the following stock items:

Create a new group Expenses on Purchases under the default group Purchase

Accounts and select Not Applicable for Method to Allocate when used in Purchase

Invoice.

Create the following ledgers under the newly created group Expenses on Purchases withthe option Inventory Values are Affected and Maintain Cost centres set to No.

Packing Charges on Purchases

Cartage Charges

Step 1:Create Purchase Voucher

Go to Gateway of Tally > Accounting Vouchers > F9: Purchase

1. Press Ctrl+V for Voucher Mode

2. Date: 1-3-2010

3. Credit Stationery House: Rs. 7,500

4. Debit Purchases: Rs. 7,500 and press Enter

5. Tally.ERP 9 prompts for the Item details (as Inventory values are affected is set to Yes)

6. Select item Stapler and press Enter

7. In the Item allocation screen,

Name of Item Under Category Units Maintain in Batches

Stapler Primary Not Applicable Nos NoStapler Pins Primary Not Applicable Nos No

The option Method to Allocate, when used in Purchase Invoice will not

appear, if the feature Enter Purchases in Invoice format is set to No in

F11: Features (Accounting Features).




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Order number : Not Applicable

Godown: On-Site

Quantity: 100 nos Rate: Rs. 20 each

8. Press Enter till you reach the additional cost details screen

9. Select Packing Charges on Purchases and type Rs. 110 (The total packing charges of Rs.290 is incurred for both items).

10.Now select the ledger Cartage Charges and type Rs. 90 (The total cartage charges of Rs. 210is incurred for both items).

The Additional Cost Details screen appears as shown below :

Figure 7.16 Additional Cost Details for Stapler

11.Press Enter , Tally.ERP 9 prompts for the tracking number details

12.Select End of List.

The Inventory Allocations for : Purchases appears as shown below :




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Figure 7.17 Inventory Allocations for Purchases

13.Select the Item Stapler Pins in the Item Allocation screen and

Order number : Not Applicable

Godown: On-Site

Quantity: 200 nos

Rate: Rs. 25 each

Press Enter till you reach the additional cost details screen.

14.Select Packing Charges on Purchases and enter the balance amount of Rs. 180.

15.Select the ledger Cartage Charges and enter the balance amount of Rs. 120.

16.Press Enter till you reach the narration field.

The completed Purchase voucher appears as shown below:

In the invoice, we have incurred the total packing charges of Rs. 290

for both items. Out of which Rs. 110 is already specified the previous

stock item Stapler . Hence, Rs. 180 is entered for Stapler Pins.

(In the invoice, we have incurred a total of Rs. 210 as cartage charges

for both items. Out of which Rs. 90 is entered for the previous stock

item Stapler . Hence, Rs. 120 is entered for Stapler Pins.

Ensure that the option Show Inventory Details is set to Yes in the

F12: Configuration.






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Figure 7.19 Stock Vouchers

7.5.3 Creating Purchase Invoice with Additional Cost Details

Setup:

Ensure that Enter Purchases in Invoice Format in F11: Features (Accounting Fea-

tures) is set to Yes

Step 1:Create Purchase InvoiceGo to Gateway of Tally > Accounting Vouchers > F9: Purchase

1. Select As Invoice

2. Change the date to 3-3-2010 and make the entry as per the purchase voucher details dated 1-3-2010.

The purchase invoice appears as shown below:

Purchased Stapler 100 nos at Rs. 20/no., total being Rs. 2000.Additional

expenses of Rs. 200 i.e.,

Packing Charges - Rs. 110

Cartage Charges - Rs. 90

The total Purchase Cost is arrived as shown below :

Purchase total + Additional Expenses total (Rs. 2,000 + Rs. 200) = Rs.

2,200. This is divided by quantity of 100 nos > Rs. 2,200/100 nos = Rs. 22/

nos.

The Additional Cost details option will be available only in the Purchase

Voucher and not in Purchase Invoice.




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Figure 7.20 Purchase Invoice

3. Press Y or Enter to accept the screen and return to the Gateway of Tally.

Display Stock Voucher Report

Let us see the rate that is displayed in the stock item voucher report.

Go to Gateway of Tally > Display > Inventory Books > Stock Item >

Select Stapler

Press Enter till you reach the Stock Vouchers screen as shown below:





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7.5.4 Appropriate Addtional Costs

In the entry dated 1-3-2010, we gave the additional cost details for each item (Stapler and Stapler

Pins). This additional cost was calculated and added to the cost of the item. The additional costsare not added to the cost of the items, when the entry is made in the invoice format.

To appropriate the additional costs to purchase invoice of 3-3-2010,

Go to Gateway of Tally > Accounts Info. > Groups > Single > Alter

Select Expenses on Purchases

The screen appears as shown below:

Figure 7.22 Group Alteration

Select Appropriate by Qty from the Allocation Methods list.

Accept the screen and return to the Gateway of Tally Similarly, select the option Appropriate by Qty in the Purchase Accounts group also.

The option Method to Allocate when used in Purchase Invoice allows

you to apportion or appropriate or allocate additional cost details entered in

Invoice mode, based on the purchase value or purchase quantity.

To use the Appropriate by Qty option, ensure that the items in the

purchase invoice have the same unit of measure.




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Display Stock Voucher Report

Go to Gateway of Tally > Display > Inventory Books > Stock Item

Select Stapler Press Enter till you reach the stock voucher screen

Select the purchase voucher dated 3-3-2010 and re-accept the voucher for the additionalcost to take effect

The Stock Vouchers with additional cost details for Stapler appears as shown below :

Figure 7.23 Stock Vouchers Report

Use F4: Item button and select Stapler Pins

The Stock Vouchers with additional cost details for Stapler Pins appears as shown below:

Figure 7.24 Stock Vouchers Report

In the entry dated 3-3-2010 :

i. Total Additional Cost = Rs. 500 (290 + 210)

ii. Total Quantity = 300 nos (Stapler 100 nos+ Stapler Pins 200 nos)

iii. Cost per Unit (Nos) = Rs. 500 / 300 Nos - Rs. 1.67

iv. Stapler rate f or 1 nos = Rs. 20 + Rs. 1.67 = Rs. 21.67

In the entry dated 3-3-2010 :

i. Total Additional Cost = Rs. 500 (290 + 210)

ii. Total Quantity = 300 nos (Stapler 100 nos+ Stapler Pins 200 nos)

iii. Cost per Unit (Nos) = Rs. 500 / 300 Nos - Rs. 1.67

iv. Stapler Pins rate f or 1 nos = Rs. 25 + Rs. 1.67 = Rs. 26.67




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7.5.5 Additional Costs incurred after Purchases

Setup :

Create the following stock item:

Alter the ledger Packing Charges on Purchases and set the option Inventory Values are

Affected to Yes.


On 1-3-10, make a purchase entry for 10 nos of Batch Additional Cost Item (Batch/ 001) @ Rs.100 from Stationery House.

Go to Gateway of Tally > Accounting Vouchers > F9: Purchases

1. Select Party as Stationery House

2. Select Stock item as Batch Additional Cost Item

3. Select Godown as Onsite and select the Batch details as shown below

Figure 7.25 Item Allocations for Batch Additional Cost Item

4. Enter the Qty and Rate and allocate it to Purchases ledger .

5. Enter the required bill-wise details and accept the entry.


On 2-3-10, make a purchase entry for 20 nos of Batch Additional Cost Item (Batch/ 002) @Rs. 200 from Stationery House.

Go to Gateway of Tally > Accounting Vouchers > F9: Purchases

1. Select Party as Stationery House

2. Select Stock item as Batch Additional Cost Item

3. Select Godown as Onsite and select the Batch details as shown below

Name of Item Under Category Units Maintainin

Batches

TrackDate of

Mfg

Useexpirydates

Batch Additional Cost Item Primary Not

Applicable

Nos Yes Yes Yes




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Figure 7.26 Item Allocations for Batch Additional Cost Item

Step 3 : Create Payment Voucher

On 3-3-10, make a Bank Payment entry for payment of Rs. 900 (Rs. 300 for Batch/001 andRs. 600 for Batch/002) towards Packing charges on Purchases.

Go to Gateway of Tally > Accounting Vouchers > F5: Payment

1. Debit the ledger Packing Charges on Purchases.

2. Select the item Batch Additional Cost Item

3. In Item Allocations for screen,

Select Batch/001 and enter 300 in Amount field

Select Batch/002 and enter 600 in Amount field. The screen appears as shown below :

Figure 7.27 Item Allocations for Batch Additional Item

4. Credit Bank Account for the same amount (Rs. 900) and accept the entry.

Step 4 : Display Stock Summary

Go to Gateway of Tally > Stock Summary

Press F12: Range and specify details as shown below :




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Figure 7.28 Range details

Accept the Range of information to return to the Stock Summary screen.

The report now displays only one stock item Batch Additional Cost Item, press Shift +

Enter to view the batch details.

The batch details will be displayed as shown below :

Figure 7.29 Stock Summary

The figures have been calculated as follows:

Batch/001 - 10 nos

i. Purchased 10 nos at Rs.100 = Rs.1000 + Additional Cost Rs.300 =Rs.1,300

ii. Rs.1,300 / 10 nos = Rs.130

Batch/002 - 20 nos

i. Purchased 20 nos at Rs 200 = Rs.4000 + Additional Cost Rs.600 =Rs.4,600

ii. Rs. 4,600 / 20 nos = Rs. 230




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Practice Exercise

Ensure that you are in Indus Enterprises,

1. Enter a purchase invoice on 15-10-2009 for 10 Nos of Item One @ Rs. 100 each and 20 nosof Item Two - @ Rs. 200 each from the Supplier.

Setup :

Create two stock items Item One and Item Two with the unit of measure as nos.

Create the ledgers - Supplier (Sundry Creditors), Delivery Charges on Purchases andTax on Purchases (under Purchase Accounts).

Alter the group Purchase Accounts and select Appropriate by Value as the method ofappropriation.

7.6 Bill of Materials (BoM)

A Bill is termed as an authenticated document for the materials which are taken out from the stockeither for sale or for transfer to other godowns or for manufacturing, etc. In order to avoid this con-tinuous process of issuing a bill at every stage, a system has been evolved wherein the items withtheir quantity details can be allotted towards manufacturing a certain product or by-product. Thisfacilitates the immediate reduction in stock of the item automatically. This process of listing theitems that make up another item is termed as the Bill of Materials (BoM).

7.6.1 Creating Bill of Materials

You can create a Bill of Material (BoM) for any stock item. Typically, a BoM can be created at thetime of manufacturing/ assembling the item. You may specify a BoM at the time of creating a stockitem or altering its master.

National Traders is engaged also in the business of assembling and manufacturing Televisions.

Enter a purchase invoice on 15-10-2009, select party as Supplier and

select Item One - 10 nos at Rs. 100 each and Item Two - 20 nos atRs. 200 each.

Select Delivery Charges on Purchases and Tax on Purchases ledg-

ers and enter the amounts as Rs. 50 and Rs. 250 respectively and

accept the entry.

View the Stock Item report.

After completing the above exercise, in F11: Features (Inventory

Features) disable the option Track Additional Cost of Purchases.




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To enable Bill of Materials feature,

Setup:

Ensure that you are in National Traders,

Go to Gateway of Tally > F12: Configure > Accts / Inventory Info.

set Allow Component list details (Bill of Materials) to Yes

Step 1 : Creating Bill of Materials

Create the following stock item (Final Goods) :

In the Components of : Television Flatoron, enter the Unit of manufacture (the numberof items to be manufactured) as 1.

In the Item details section, create these items without any opening balances. Select 1 unitof these items and store them in the On-site godown.

The Bill of Material component screen of Television Flatoron appears as shown below :

Name of Item Under Category Units Maintainin

Batches

Set

Components

(BoM)

Television Flato-ron

Home Electronics Not

Applicable

Nos No Yes

Name of the Item Stock Group Standard Cost (in Rs.)Applicable from

1-12-2009

Units of

Measure

VDU Television Flatron 2,000 Nos

Picture Tube Television Flatron 3,750 Nos

IC Chips Television Flatron 5,000 Nos

Sound card Television Flatron 500 Nos

Aerial Television Flatron 300 Nos






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Figure 7.31 Voucher Type Creation — Manufacturing Journal

5. Press Ctrl+A to accept the above screen and return to the Gateway of Tally.

7.6.3 Using Bill of Materials

On 21-12-09, bought 10 pcs of each of the following items from Star Electronics @standard cost as mentioned below :

The Manufacturing journal is a variant of the Stock Journal , where the

Bill of Material comes up automatically. Hence, the manufacturing journal

should be used where a BoM situation exists.

Name of the Item Standard Cost (in Rs.)Applicable from

1-12-2009

VDU 2,000

Picture Tube 3,750

IC Chips 5,000

Sound card 500

Aerial 300




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The total purchase invoice value amounted to Rs. 1,15,500. The above goods are stored in On-Site. A Cheque was paid from Bank Account immediately.

On the same day, 5 Nos ofTelevision Flatoron

is manufactured inOn Site

godown. Additionalexpenses of Rs. 3,000 and Rs. 2,000 was incurred towards Wages and Power respectively.


Go to Gateway of Tally > Inventory Vouchers > F9: Purchase

1. Select the Party as Star Electronics

2. Allocate to Purchases Account

3. Select the items with the quantity and standard rates as given in the table above

4. Select the Godown as Onsite

5. Accept the entry

Step 2: Create Manufacturing Journal

Go to Gateway of Tally > Inventory Vouchers > Alt+F7: Stock Journal.

1. Select the Manufacturing Journal and ensure that the date is 21-12-2009.

2. Under the Name of Product to be manufactured, type Television Flatoron (you will notice theitems given in the master as Bill of Materials appear automatically).

3. Manufacture it in On-Site.

4. Quantity to be manufactured - 5 (you will notice the rates of the items appear automatically).

5. Under Additional Cost Components, specify additional cost of Wages - 3,000 and Power -2,000 (If the ledger accounts for these expenses do not exist, create them under DirectExpenses).

Under Components (consumption) the items to be used in proportionatequantity for manufacturing Television Flatoron is picked up automatically

from the stock item master. The default location as specified in the BoM is

also given for each component. The standard cost is picked up for each

item. Tally.ERP 9 also allows you to alter these details.

The additional costs entered for the ledgers, do not reflect in the relevant

ledgers with the amount but only add to the cost of the item.






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Setup :

Create a BOM for stock item Computer which requires the following items.

Hard Disk Drive - 1 Nos

Floppy Disk Drive - 1 Nos

CPU - 1 Nos

Monitor - 1 Nos

Keyboard - 1 Nos

Mouse - 1 Nos

Store them in the Bangalore godown.

7.7 Price Levels and Price Lists

A Price List refers to a list of items maintained by an organisation along with their price details. Aprice list is generally used by organisations which deal in multiple products. Price Lists are main-tained in various structures for different types of buyers (customers), viz., Wholesalers, Dealers,Retailers, etc. The price list is structured based on the classification of buyers and is referred to atthe time of making sales. Whenever the sale prices change (on the basis of time), the changesreflect in the Price List also. In case of bulk sales, discounts can also be given to the buyers.

Let us now see how Tally.ERP 9 handles such a situation through the Price List feature.

7.7.1 Activating Price Lists and Defining Price Levels

Setup:

Go to Gateway of Tally > F11: Features (Inventory Features)

Set Use Multiple Price Levels for Invoicing to Yes. (This will appear only if the featureAllow Invoicing is set to Yes.)

Name of the Item Qty

Hard Disk Drive 1 Nos

Floppy Disk Drive 1 Nos

CPU 1 Nos

Monitor 1 Nos

Keyboard 1 Nos

Mouse 1 Nos

Enter a manufacturing journal to indicate the consumption of goods at the

time of manufacture.






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5. Accept the Price List Details

6. Similarly, create another Retail Sales Price List as on 3-1-2010 with the following rates:

USB Pen Drives 100MB - Rs.1,500

The explanation of the fields appearing in the Price List is given below:

Under Group – The screen displays the name of the selected Stock

Group (Components) whose stock items are being displayed.

Price Level – Tally.ERP 9 displays a pop-up list displaying the price

levels defined in the F11: Features (Inventory Features). The price lev-

els displayed are Export Sales, Retail Sales and Whole Sale. We have

selected Retail Sales.

Applicable From – The date from which the defined Price List is appli-

cable. For example, we have designed two Price Lists - one as on 1-3-

2010 and the second as on 15-3-2010. The Invoices raised during the

period 1-3-2010 to 14-3-2010 will reflect the price list details of 1-3-

2010. Similarly, the invoices raised on or after 15-3-2010 will reflect the price list details of 15-3-2010. Any number of Price Lists can be defined

for any of the stock items.

Quantities – There are two columns: From and Less Than. Here you

can define the quantity range of the items as per your requirements.

Rate – The Rate for the item based on the quantity range given.

Discount % (if any) – You can define a discount percentage in the

Price List which will be taken automatically in the sales invoice.

Historical Details – There are two columns: Rate and Disc %.

Tally.ERP 9 provides the historical details of the sale rate and discount

percentage of any previously created Price Lists. Therefore, you can

define the current price details based on the information given in the

Historical details.

Cost price – In this column, Tally.ERP 9 displays the cost price of the

item calculated based on the stock valuation method given in the item

master. This has been provided to assist the user in giving the appro-

priate sale price. By viewing the historical price details of an item, we

can accordingly define the sale price for the new Price List.

For the discount percentage to be taken in the Price List , you should

activate the feature Separate Discount Column on Invoices in the F11:

Features (Inventory Features).




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Wireless Keyboard - Rs.500

Wireless Mouse - Rs. 300

7. The Quantity and Discount details are similar to the price list screen given previously. Ensurethe price details are as shown below :

Figure 7.34 Price List

8. Press Y or Enter to accept the Price List.

7.7.2 Using Price Lists

On 2-1-10 raise a sales Invoice on Beltron Computers for the following Items :

The Invoice amounted to Rs. 35,687.50.


USB Pen Drives 100MB 30 Nos

Sound Card 10 Nos




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Setup:

Create a New customer called Beltron Computers with the following details.

In the F11: Features (Inventory Features) activate Separate discount column on

invoices.

Step 1: Create Sales Invoice

1. On 2-1-10 raise a sales Invoice on Beltron Computers

2. Select the stock item USB Pen Drives 100MB from On-site

3. Specify quantity as 30 nos.

4. Rate and discount automatically appears as Rs. 1,250 and 7.5% respectively (as the requiredprice level is selected in the ledger master of Beltron Computers).

5. Ignore negative stock and allocate to Sales- Components

6. Select Amar as Cost Centre.

7. Now, select another item - Sound Card

8. Type the quantity as 10 nos (here in this case, the cursor prompts in the Rate field since pricelists is not defined for this item)

9. Specify Rs. 100 as Rate

10.Press Enter to skip the discount field

11.Allocate to Sales- Components and select Amar as Cost Centre.12.Give the bill-wise details as required and accept the entry

Step 2: Create Sales InvoiceOn 5-1-10 raise a sales Invoice on Beltron Computers for the following Items :

The Invoice amounted to Rs. 41,500.

1. Similar to invoice dated 2-1-10 select the item USB Pen Drives 100MB

Pricing Level Applicable Maintainbalancesbill-by-bill

Cost Centresare applicable

ActivateInterest

Calculation

Retail Sales Yes No No

Tally.ERP 9 provides you flexibilty to select items with and without the Price

List in the same invoice. For example, in the above case, for the item which

had the Price List defined, Tally.ERP 9 took the details automatically.

Whereas for the stock item which did not have a Price List defined,

Tally.ERP 9 prompted for the same.


USB Pen Drives 100MB 30 Nos

Sound Card 10 Nos




137

2. Specify quantity as 30 nos.

3. Rate as Rs. 1,500 and discount of 10% appears automatically (as we have defined it in thePrice List dated 3-1-10)

4. Ignore the negative stock and allocate to Sales- Components. Select Amar as Cost Centre.

5. Accept the quantity details of the USB Pen Drives 100MB stock item

6. Select another item, Sound Card and give the quantity as 10 nos7. Specify Rs.100 as the Rate.

8. Tally.ERP 9 prompts for the discount information. Let us leave it blank (you already know thatyou can specify as required or simply leave it blank).

9. Allocate to Sales- Components ledger

10.Give the bill-wise details as required.

11.Accept the entry

7.8 Stock Valuation

As per accounting rules, the final results of a company's working depend on the valuation ofinventory (stocks). As per norms, there are many concepts of evaluating the company's stock.Tally.ERP 9 goes one step ahead, by providing all the required stock valuation methods for you tochoose from. In addition, Tally.ERP 9 allows you to choose different valuation methods fordifferent items.

7.8.1 Stock Valuation Methods

The Stock Valuation / Costing Methods provided in Tally.ERP 9 are:

Tally.ERP 9 automatically applies the Price list for the specific period. For

example, when we entered the invoice as on 2-1-10, Tally.ERP 9 displayed

the discount percentage as 7.5% and as on 5-1-10, 10% is displayed.

The party details, item details, and quantity details provided are the same,

different rates have been taken automatically by only changing the date of

the invoice.

After completing the above exercise, go to Gateway of Tally > F11:

Features (Inventory Features) and set Separate Discount column on

Invoices to No.




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Average Cost

At Zero Cost

First In First Out (FIFO) Last Purchase Cost

LIFO Annual (Last In First Out Annual)

LIFO Perpetual (Last In First Out Perpetual)

Monthly Avg. Cost

Standard Cost

In addition, Tally.ERP 9 provides the following Market Valuation Methods:

At Zero Price

Average price

Last Sale Price

Std. Price

Depending on the Market Valuation Method defined in the stock item master, Tally.ERP 9displays the rate/ price automatically at the time of Invoice entry. The Market Valuation Methodis set as Average Price by default. The Average Price displays the average of all the salesprices given in the previous sales entries, as the selling rate/ price while the current sales entry isbeing made.

Let us now examine the result of the different stock valuation methods.

7.8.2 Display Stock Summary

Setup :

The selection of an appropriate stock valuation/ costing method is essential

as this helps in knowing the value of the closing stock for a specified daterange based on the purchase rates/ cost.

The valuation of Closing Stock is done based on the Costing / Stock

Valuation Methods and is not based on the Market Valuation Methods.




139

Go to Gateway of Tally > F12: Configure > Accts / Inventory Info.

Set Allow Advanced Entries in Masters in Inventory Masters to Yes.

Go to Gateway of Tally > Inventory Info. > Stock Item > Alter , Select HP - 27 Printer Cartridges, you will find that the details of Costing Method and

Market Valuation Method under Behaviour

Select Average Cost and Average price respectively

Accept the master information.

Go to Gateway of Tally > Stock Summary,

Select Printers Stock Group

Press F2: Period and change the period from 1-07-2009 to 31-07-2009.

Click Auto Column (Alt + N) button and select Stock Valuation Methods.

The closing balance of stock as per Default and FIFO stock valuation methods are shown below :


Tally.ERP 9 displays the closing stock of 6 nos of HP - 27 Printer Cartridges as per differentstock valuation methods. Since there are 11 columns in the report the same is displayed in sixscreens as shown below:

Alt+R – This is a special key combination in Tally.ERP 9 used for hid-

ing the line (row).

Alt+U – This is a special key combination which brings back the THE

LAST hidden line (row) which was hidden using Alt+R.

Alt+S – This special key combination brings back ALL the hidden lines

(rows) which were hidden using Alt+R .




140

The closing balance of stock as per LIFO Perpetual and LIFO Annual stock valuation methodsare shown below:


The closing balance of stock as per Std. Cost and Avg. Cost stock valuation methods are shownbelow :


The closing balance of stock as per Last Purchase Cost and the Std. Price stock valuationmethods are shown below:


The closing balance of stock as per Avg. Price and the Monthly Avg. Cost stock valuation meth-ods are shown below:





141

The closing balance of stock as per Monthly Avg. Cost and the Last Sale Price (Monthly Avg.Cost is repeated) stock valuation methods are shown below:


Let us now discover how the above figures are calculated. To analyse the same, press Enter onthe Default column till you reach the report displaying the vouchers. The screen appears asshown below :


We have a purchase entry first, followed by a sale and again another purchase and a sales entryas given below:

Purchased 10 nos HP - 27 Printer Cartridges @ Rs. 850 = Rs. 8,500

Sold 5 nos HP - 27 Printer Cartridges @ Rs. 1,150 = Rs. 5,750

Purchased 5 nos HP - 27 Printer Cartridges @ Rs. 850 = Rs. 4,250

Sold 4 nos HP - 27 Printer Cartridges at Rs. 1150= Rs. 4600




142

We have purchased a total of 15 nos for Rs. 12750. The average now is Rs. 12,750 / 15 = Rs.850 with a closing balance of 6 nos x 850 = Rs. 5,100 (Average cost method of valuation)

FIFO

FIFO Stands for First-In-First-Out. This is one of the systems of costing

where the value is calculated after an outward (consumption or sale) is

made for the first purchase entry. The outwards consumption is taken from

the stock that is purchased first.

LIFO Perpetual & LIFO Annual

LIFO stands for Last-In-First-Out which means that the outwards (consump-

tion or sale) quantity is taken out from the stock that is purchased last.

LIFO Annual: All the entries of the current financial or specified year

are considered. LIFO Perpetual: All the entries of the company i.e from the books

beginning date specified while the creation of a company are consid-

ered.

For example: Suppose a company's books begin on 1-4-2009 and the data

is present till 31-3-2010. LIFO Perpetual considers the entries from 1-4-

2009 onwards, whereas LIFO Annual considers the entries for the year

selected/ current year.

Average Cost & Average Price

Average Cost is calculated after each purchase or sale entry for whole year.

Total Inward Value/Total Inward Quantity = Average Cost

Average Price is the average of all the outward entries which are displayed

at the time of recording a new sales entry.

At Zero Cost

The stock is valued at zero cost.

Last Purchase Cost / Sale Price

Last Purchase Cost : The stock is valued based on the last purchase

cost given in the Purchase entry.

Last Sale price: The stock is valued based on the last sales price

given in the Sales entry.

Monthly Avg. Cost

This is the Average Cost where the period is month-wise. Tally.ERP 9 calcu-

lates the average value after each purchase or sale for the whole month.

Standard Cost

Standard Cost is a pre-determined cost, based on which you would like to

value your closing stock. The standard cost details have to be given in the

stock item master.




143

You can decide which method of stock valuation is most appropriate for your business andaccordingly define that in the item master. FIFO (First In First Out) and Average Cost are themost popular stock valuation methods used in today’s business.

7.9 Zero Valued Entries

Zero valued entries in vouchers are required when, for example: you need to despatch inventoryas free samples or free replacements, etc.

You can make an entry of issue with the required quantity details but enter the value as zero. Thisis done so that the entry is reflected only in the Inventory books and not in the Accounting books.

7.9.1 Creating Zero Valued Entries

On 28-02-10, make a Sales invoice on Prism fabrication for 1 Nos of Television Flatoron

without value.

Setup:

In National Traders,

Activate the feature Allow Zero valued entries in the F11: Features (Inventory Fea-

tures) and accept the other settings.

Create a ledger account Samples under the group Sales Accounts and set Cost Centres

are applicable to No and Inventory values are affected to Yes.

Create Sales Invoice1. Raise a sales invoice dated 28-02-10 on Prism fabrication for 1 Television Flatoron with no

value.

2. Price levels is to be set as Not applicable

3. Allocate it to Samples

After passing the above zero valued entries, if you display the Sales Register you may not findthis entry. But however, if you display the Television Flatoron Stock Item, you will find thequantity sold.

Zero valued entries do not reflect in accounting books but affect only our

inventory books.






145

Experiment by choosing different ageing styles and observe the changes in the report.

Practice Exercise1. Select By Mfg. Date as Ageing Style and view the report as on 31-12-2009.

7.11 Different Actual and Billed Quantities

The need for different actual and billed quantities may arise in several instances. For example ifan extra inventory is sent to cover up for any stock that reaches in a damaged condition orInventory sent as extra samples or the Stock is despatched to the customer as quantity discount.

Setup:

Ensure that you are in the Gateway of Tally of National Traders.

Go to F11: Features (Inventory Features) and set Use Different Actual & Billed Qty to Yes.

7.11.1 Using different Actual and Billed Quantities

Go to Gateway of Tally > Accounting Vouchers > F8: Sales. You will notice that the Quantitiescolumn is divided into two columns, viz. Actual and Billed.

You can view Inventory ageing report based on the following AgeingStyles :

By Date of Purchase

By Expiry Date

By Mfg. Date

To Be Expired

Monthwise Inward/Outwad Quantity Report : Press Enter on Total

Quantity to view the month-wise inward , outward and closing

quantity report.

Item Inward Details : Press Enter on any of the Ageing Period col-

umns to view the Item Inward Details. This report shows the inwardmovement of the item for the date range calculated from the age

period. Ageing Analysis is done for the stock-in-hand based on when

they were purchased. Hence, while viewing the Ageing Analysis

Report, the Item Inwards details statement is very useful and relevant.

It provides further information of aged stock like date of purchase and

supplier. It also provides a drill down facility to the actual transaction

voucher.




146

On 3-3-2010, make a purchase invoice from Parvathi Stockers for the following items :

Setup :

Create a new stock item as Rice with the following details :

Group it under stock group Foodstuffs.

Stock category - Not Applicable

Unit of Measure - kgs (kilos) with decimal places - 3 (create if not present). Accept the master creation without any opening balance and return to the Gateway of

Tally.

Step 1 : Create Purchase Invoice

1. Enter a Purchase invoice on 3-3-2010 on Parvathi stockers.

2. Price level - Not Applicable

3. Select Rice under Name of Item

4. Order number - Not Applicable

5. Select the godown as Onsite

6. Type Actual Quantity as 100 kgs and Billed Quantity as 90 kgs7. Specify the Rate as Rs. 10 and the value appears as Rs. 900 (billed quantity * rate). The

screen appears as shown below :

Figure 7.43 Item Allocations for Rice

8. Allocate to Purchases ledger and press Enter .

Select another item Wheat and enter the following details

Name of the Item Actual Qty Billed Qty Rate

(in Rs.)

Rice 100 Kgs 90 Kgs 10

Wheat 50 Kgs 50 Kgs 100




147

Tracking number and Order number - Not Applicable

Select Godown as Onsite

Type Actual and Billed quantity - 50 bags Specify Rate as Rs. 100, the amount is defaulted as Rs. 5,000

9. Press Enter and accept the purchase invoice with the default bill-wise details.The Purchaseinvoice amounts to Rs. 5,900 (Rice - Rs. 900 and Wheat - Rs. 5,000).

Step 3 : Display Stock Summary

Go to Gateway of Tally > Stock Summary

Select Foodstuffs as stock group and press Enter


Tally.ERP 9 displays 100 kgs of Rice stock item because this is the quantity that we have actuallyreceived from the party. In case of Wheat the quantity appears as 150 kgs.

Go to Gateway of Tally > Display > Account Books > Purchase Register

Select March month Press F12: Value button,

Specify the range as Voucher - Having - Ledgers - With - Name - Containing - Par-vathi stockers (party name in purchase entry of 5-3-2010)

Press Enter .

Press Alt+F1 to display the stock summary in detailed format

Press F12: Configure and activate the option Show Inventory Details also

Tally.ERP 9 displays Voucher Register as shown below :

Figure 7.45 Voucher Register




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The inventory details display 90 kgs for the stock item Rice, because this is the quantity that theparty has billed us for. (We have received 100 kgs of Rice i.e, the actual quantity. We will bemaking the payment for only 90 kgs i.e., the billed quantity). Therefore, the actual quantity affects

the inventory books while the billed quantity reflects in the accounting books.




Points to Remember

Order processing includes purchase and sales order processing. Here

the details of purchase orders placed and sales orders received can be

obtained.

Reorder level and order processing are linked to each other. The pur-

chase orders are placed and sales orders are accepted based on the

reorder level specified.

Tracking numbers are used to track the delivery or receipt of inventory

against the sales and purchase bills respectively. Tracking numbers are

required to know the status of pending sales and purchase bills.

Batch-wise details are maintained mainly for perishable goods. The

manufacturing and expiry dates can be set for batch-wise details.

Tally.ERP 9 has an option to display only those batches which have notexpired and hide the expired batches.

The additional costs which add to the cost of the actual cost of purchase

of an item can be recorded in Tally.ERP 9. Hence, the additional costs

on purchases can be apportioned based on the purchase value as well

as on the purchase quantity. Additional cost details can be specified

even for goods which require batch-wise details.

Bill-of-Material is a term generally associated with the manufacturing of

goods. Tally.ERP 9’s Manufacturing journal records the item manufac-

tured with the use of bill-of-material and enables an automatic reduction

in the quantity of stock items consumed.

Price list is generally used by organisations which deal in multiple prod-

ucts. It can be created for different dates and can be maintained for dif-ferent kinds of buyers. Tally.ERP 9 facilitates the setting of different

price levels while creating price lists for multiple stock items.

For the valuation of inventory, Tally.ERP 9 provides various stock valua-

tion methods. It values stocks based on the costing methods. The rate/

price of the item will be displayed depending on the market valuation

method defined in the stock item master.

Inventory ageing analysis is an important aspect of working capital man-

agement. It helps in knowing the age of stocks. Tally.ERP 9 displays

stock ageing analysis for items with respect to the date of purchase,

expiry date, manufacture date and stocks to be expired.

Tally.ERP 9’s feature of recording transactions with different actual and

billed quantities updates the accounting books based on the value ofinvoice and inventory books based on the actual quantity purchased or

sold.

Advanced Inventory

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